Program Coordinator (HS)

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Job Title:

Program Coordinator (HS)

Department:

Medicine | Surgery Administration

The Program Coordinator (PC) is responsible for day-to-day administration of the Cardiothoracic & Vascular Surgery residency/fellowship training programs within the Department of Surgery. The PC assists the Program Manager (PM) in developing and maintaining the educational quality of the training programs and ensuring compliance with ACGME accreditation standards and other regulatory requirements. The PC functions as a liaison between the PM, trainees, the GME office, participating clinical sites, and other departments, and must be knowledgeable about patient care/operational activities at the various training sites in which their trainees rotate. Within this framework, the Program Coordinator will: Coordinates educational activities (e.g., didactic conference schedules, Grand Rounds, etc.) that support the program's curriculum and adhere to ACGME requirements; Provides guidance to trainees on program and GME policies and non-clinical aspects of the program; Assists with evaluations, schedules, program goals and objectives, conferences and trainee demographics information in MedHub; Assists with delivery and completion of trainee, faculty, and program evaluations; Assists with accreditation activities including Annual Program Evaluations (APEs), ACGME Self Study Visits, etc.; Coordinates duty hour and evaluation reports and ensures reporting/completion compliance; Coordinates the trainee recruitment and selection process.
Job Duties
25% General Program Responsibilities
Communicate with GME constituents (GME Office, department, faculty, trainees, ACGME, American Board of Medical Specialties (ABMS specialty board)) on a regular basis or as needed; Interpret ACGME requirements, GME Office policies and procedures, and other institutional policies as applicable; Advise trainees on policies and procedures, including the Limited Staff Agreement (LSA) which outlines the terms of trainee appointments; Assist with MedHub administration for the program, including: maintaining trainee demographics data; trainee schedules, importing program and rotation goals and objectives; and ensuring timely completion of duty hour reports; Ensure trainees submit case/procedure log data in appropriate systems as required by their specialty Review Committee (in ADS, RMS, specialty society, other); Handle confidential and critical materials, issues, and communications. Act as a liaison between the PM and a full range of internal and external offices and individuals; Advise and consult on issues or inquiries from trainees, faculty, and staff; Provide general guidance regarding accreditation and program management to the department's constituents; Develop/manage program website for housestaff, faculty, and prospective housestaff.
20% Program Accreditation and Compliance
Develop understanding of ACGME policies and procedures, including familiarity with the Common Program Requirements as well as Specialty-Specific requirements; Maintain all essential documents required for program accreditation; Assist the PM in maintaining program information in the ACGME's Accreditation Data System (ADS), including but not limited to current trainees, program faculty, scholarly activities, training sites, responses to citations, and program evaluation methods; Facilitate ACGME communications to trainees and faculty, including notifications regarding the annual ACGME Survey.
20% Recruitment and Orientation
In collaboration with the PM, assist with candidate recruitment efforts; In collaboration with PM, coordinate applicant